· 2016 board meeting. draft amended per board direction and approved at feb. 25, 2016 meeting...
TRANSCRIPT
OAKVILLE PUBLIC LIBRARY BOARD
AGENDA
Thursday June 22 2017
Iroquois Ridge Community Centre Southridge Room
700 pm Branch Tour 730 pm Meeting
Wireless devices must be switched to the non-audible function during this meeting
Assistive listening devices are available for
your convenience from the Clerkrsquos staff
wwwoakvilleca
-1-
Register as a delegation Those wishing to address the Oakville Public Library Board regarding an issue on this agenda are encouraged to do so To appear as a walk-on delegation please sign the Delegation Register Sheet located on the table in the back of the meeting room or notify the Libraryrsquos Administration Office no later than noon the day of the scheduled Board Meeting If calling to register as a delegation wishing to present to the Board contact the Libraryrsquos Administration Office at 905-815-2031 oplboardoakvilleca or by mail at Oakville Public Library Board co Secretary to the Board Oakville Public Library 120 Navy Street Oakville ON L6J 2Z4 a week prior to the meeting Those wishing to appear as a delegation are encouraged to review the Libraryrsquos Delegation to the Library Board Policy which can be found on the Libraryrsquos public site at oplonca or upon request to the Secretary to the Board
OAKVILLE PUBLIC LIBRARY BOARD MEMBERSHIP The following Members of Council have been appointed to serve on the Library Board until November 30 2018 Councillor Jeff Knoll Councillor Marc Grant The following Oakville residents have been appointed to serve on the Library Board for the term of Council 2014 ndash 2018 or until their successors are appointed
Mark Bettiol Steven Bright Pankaj Sardana At its May 28 2015 Regular meeting of the Board Joan Sweeney Marsh was appointed Special Advisor to the Board
-2-
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RREEGGUULLAARR MMEEEETTIINNGG
AAGGEENNDDAA
TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 IIRROOQQUUOOIISS RRIIDDGGEE CCOOMMMMUUNNIITTYY CCEENNTTRREE
SSOOUUTTHHRRIIDDGGEE RROOOOMM 770000 ppmm BBrraanncchh TToouurr 773300 ppmm MMeeeettiinngg
CCHHAAIIRRPPEERRSSOONN CCOOUUNNCCIILLLLOORR JJEEFFFF KKNNOOLLLL
Regrets Declarations of Pecuniary Interest Confirmation of Minutes of the Previous Regular Meeting of the Board
Minutes of the Regular Meeting of the Board MAY 25 2017 7ndash18
Confidential Minutes of the Closed Session of the Board MAY 25 2017 (See Confidential Agenda)
CONSENT ITEM(S)
1 Status of Outstanding Board Reports 19ndash22 - Report from Report from CEO of the Oakville Public
Library June 7 2017
2 Monthly Health and Safety Report for May 2017 23ndash24 - Report from Manager of Human Resources
June 12 2017
-3-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 22 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 3 2017 Board Key Agenda Items 25ndash26 - Report from CEO of the Oakville Public Library
June 7 2017
Recommendation That the consent items be received
CONFIDENTIAL CONSENT ITEM(S)
There are no Confidential Consent Items listed for this agenda
DISCUSSION ITEM(S)
4 2018 Budget Guidelines - Report from Deputy Treasurer and Director of Financial
Planning (Presentation at meeting)
Recommendation That the 2018 Budget Guidelines from the Deputy Treasurer and Director of Financial Planning be received
5 2018 Service and Program Considerations - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation
1 That the 2018 Service and Program Considerations from the CEO of the Oakville Public Library be received and
2 That staff report back at the September 7 2017 Board meeting
6 Strategic Plan Update - Action Plan - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Strategic Plan Update and Action Plan from the CEO of the Oakville Public Library be approved
-4-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 33 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 7 Financial Reports ndash May 31 2017 27ndash34 - Report from CEO of the Oakville Public Library
Recommendation That the May 31 2017 financial reports be received
8 Health and Safety Policies - Occupational Health and Safety
Workplace Violence and Respectful Workplace 35ndash54
- Report from CEO of the Oakville Public Library and Manager Human Resources June 5 2017
Recommendation That the revisions to the Occupational Health and Safety Policy Workplace Violence Policy and Respectful Workplace Policy be approved as amended
9 Data Usage and Statistical Trends ndash 2016 Year End and 1st
Quarter 2017 55ndash70
- Report from Director of Branch Services June 22 2017
Recommendation That the 2016 year end and 1st quarter 2017 data and statistics be received
10 Board Recruitment 71ndash74 - Report from Commissioner of Community Services and
CEO of the Oakville Public Library June 12 2017
Recommendation
1 That the proposed Recruitment Strategy for new Oakville Public Library board members be endorsed and
2 That recruitment begin for the current vacancies on the Oakville Public Library Board of Directors
11 CEO Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the CEO Update from the CEO of the Oakville Public Library be received
-5-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 44 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 12 Monthly Technology Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Monthly Technology Update from the CEO of the Oakville Public Library be received
CONFIDENTIAL DISCUSSION ITEM(S)
C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
(See Confidential Agenda)
NEW BUSINESS
DATE AND TIME OF NEXT MEETING
Thursday September 7 2017 (August 24 2017 meeting rescheduled)
Oakville Municipal Building Trafalgar Room - 700 pm
(July 27 2017 meeting cancelled) ADJOURNMENT
-6-
OAKVILLE PUBLIC LIBRARY BOARD
MINUTES
THURSDAY MAY 25 2017
TRAFALGAR ROOM
OAKVILLE MUNICIPAL BUILDING 1225 TRAFALGAR ROAD OAKVILLE
A meeting of the Oakville Public Library Board was held on Thursday May 25 2017 in the Trafalgar Room of the Oakville Municipal Building commencing at 700 pm Present Councillor Jeff Knoll Chair
Steven Bright Vice-Chair Councillor Marc Grant
Also Present Colleen Bell Commissioner of Community Services
Jill Marcovecchio Council and Committee Coordinator Regrets Mark Bettiol
Pankaj Sardana Joan Sweeney Marsh (Special Advisor)
Staff Lynn Horlor Chief Executive Officer
Florence De Dominicis Director of Community Engagement Simona Dinu Director of Branch Services Tara Wong Director of Collections and Technologies Tricia Agnew Manager of Human Resources
The items in these minutes are not necessarily in the order discussed
Call to Order Councillor Knoll Chair called the meeting to order at 700 pm
-7-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 2
Regrets As noted above
Declarations of Pecuniary Interest No declarations of pecuniary interest were declared Confirmation of Minutes of the Previous Regular Meeting of the Board Minutes of the Regular Meeting of the Board APRIL 27 2017
Moved by Councillor Grant Seconded by Steven Bright That the minutes of the regular meeting of the Oakville Public Library Board dated April 27 2017 be approved
CARRIED CONSENT ITEM(S) 1 Status of Outstanding Board Reports - Report from CEO of the Oakville Public Library
May 19 2017
2 Monthly Health and Safety Report for April 2017 - Report from Manager of Human Resources May 16 2017 3 2017 Board Key Agenda Items - Report from CEO of the Oakville Public Library
May 17 2017
Moved by Steven Bright Seconded by Councillor Grant That the consent items be received
CARRIED
-8-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-65-
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-66-
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-67-
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-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Register as a delegation Those wishing to address the Oakville Public Library Board regarding an issue on this agenda are encouraged to do so To appear as a walk-on delegation please sign the Delegation Register Sheet located on the table in the back of the meeting room or notify the Libraryrsquos Administration Office no later than noon the day of the scheduled Board Meeting If calling to register as a delegation wishing to present to the Board contact the Libraryrsquos Administration Office at 905-815-2031 oplboardoakvilleca or by mail at Oakville Public Library Board co Secretary to the Board Oakville Public Library 120 Navy Street Oakville ON L6J 2Z4 a week prior to the meeting Those wishing to appear as a delegation are encouraged to review the Libraryrsquos Delegation to the Library Board Policy which can be found on the Libraryrsquos public site at oplonca or upon request to the Secretary to the Board
OAKVILLE PUBLIC LIBRARY BOARD MEMBERSHIP The following Members of Council have been appointed to serve on the Library Board until November 30 2018 Councillor Jeff Knoll Councillor Marc Grant The following Oakville residents have been appointed to serve on the Library Board for the term of Council 2014 ndash 2018 or until their successors are appointed
Mark Bettiol Steven Bright Pankaj Sardana At its May 28 2015 Regular meeting of the Board Joan Sweeney Marsh was appointed Special Advisor to the Board
-2-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY BBOOAARRDD
RREEGGUULLAARR MMEEEETTIINNGG
AAGGEENNDDAA
TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 IIRROOQQUUOOIISS RRIIDDGGEE CCOOMMMMUUNNIITTYY CCEENNTTRREE
SSOOUUTTHHRRIIDDGGEE RROOOOMM 770000 ppmm BBrraanncchh TToouurr 773300 ppmm MMeeeettiinngg
CCHHAAIIRRPPEERRSSOONN CCOOUUNNCCIILLLLOORR JJEEFFFF KKNNOOLLLL
Regrets Declarations of Pecuniary Interest Confirmation of Minutes of the Previous Regular Meeting of the Board
Minutes of the Regular Meeting of the Board MAY 25 2017 7ndash18
Confidential Minutes of the Closed Session of the Board MAY 25 2017 (See Confidential Agenda)
CONSENT ITEM(S)
1 Status of Outstanding Board Reports 19ndash22 - Report from Report from CEO of the Oakville Public
Library June 7 2017
2 Monthly Health and Safety Report for May 2017 23ndash24 - Report from Manager of Human Resources
June 12 2017
-3-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 22 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 3 2017 Board Key Agenda Items 25ndash26 - Report from CEO of the Oakville Public Library
June 7 2017
Recommendation That the consent items be received
CONFIDENTIAL CONSENT ITEM(S)
There are no Confidential Consent Items listed for this agenda
DISCUSSION ITEM(S)
4 2018 Budget Guidelines - Report from Deputy Treasurer and Director of Financial
Planning (Presentation at meeting)
Recommendation That the 2018 Budget Guidelines from the Deputy Treasurer and Director of Financial Planning be received
5 2018 Service and Program Considerations - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation
1 That the 2018 Service and Program Considerations from the CEO of the Oakville Public Library be received and
2 That staff report back at the September 7 2017 Board meeting
6 Strategic Plan Update - Action Plan - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Strategic Plan Update and Action Plan from the CEO of the Oakville Public Library be approved
-4-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 33 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 7 Financial Reports ndash May 31 2017 27ndash34 - Report from CEO of the Oakville Public Library
Recommendation That the May 31 2017 financial reports be received
8 Health and Safety Policies - Occupational Health and Safety
Workplace Violence and Respectful Workplace 35ndash54
- Report from CEO of the Oakville Public Library and Manager Human Resources June 5 2017
Recommendation That the revisions to the Occupational Health and Safety Policy Workplace Violence Policy and Respectful Workplace Policy be approved as amended
9 Data Usage and Statistical Trends ndash 2016 Year End and 1st
Quarter 2017 55ndash70
- Report from Director of Branch Services June 22 2017
Recommendation That the 2016 year end and 1st quarter 2017 data and statistics be received
10 Board Recruitment 71ndash74 - Report from Commissioner of Community Services and
CEO of the Oakville Public Library June 12 2017
Recommendation
1 That the proposed Recruitment Strategy for new Oakville Public Library board members be endorsed and
2 That recruitment begin for the current vacancies on the Oakville Public Library Board of Directors
11 CEO Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the CEO Update from the CEO of the Oakville Public Library be received
-5-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 44 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 12 Monthly Technology Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Monthly Technology Update from the CEO of the Oakville Public Library be received
CONFIDENTIAL DISCUSSION ITEM(S)
C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
(See Confidential Agenda)
NEW BUSINESS
DATE AND TIME OF NEXT MEETING
Thursday September 7 2017 (August 24 2017 meeting rescheduled)
Oakville Municipal Building Trafalgar Room - 700 pm
(July 27 2017 meeting cancelled) ADJOURNMENT
-6-
OAKVILLE PUBLIC LIBRARY BOARD
MINUTES
THURSDAY MAY 25 2017
TRAFALGAR ROOM
OAKVILLE MUNICIPAL BUILDING 1225 TRAFALGAR ROAD OAKVILLE
A meeting of the Oakville Public Library Board was held on Thursday May 25 2017 in the Trafalgar Room of the Oakville Municipal Building commencing at 700 pm Present Councillor Jeff Knoll Chair
Steven Bright Vice-Chair Councillor Marc Grant
Also Present Colleen Bell Commissioner of Community Services
Jill Marcovecchio Council and Committee Coordinator Regrets Mark Bettiol
Pankaj Sardana Joan Sweeney Marsh (Special Advisor)
Staff Lynn Horlor Chief Executive Officer
Florence De Dominicis Director of Community Engagement Simona Dinu Director of Branch Services Tara Wong Director of Collections and Technologies Tricia Agnew Manager of Human Resources
The items in these minutes are not necessarily in the order discussed
Call to Order Councillor Knoll Chair called the meeting to order at 700 pm
-7-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 2
Regrets As noted above
Declarations of Pecuniary Interest No declarations of pecuniary interest were declared Confirmation of Minutes of the Previous Regular Meeting of the Board Minutes of the Regular Meeting of the Board APRIL 27 2017
Moved by Councillor Grant Seconded by Steven Bright That the minutes of the regular meeting of the Oakville Public Library Board dated April 27 2017 be approved
CARRIED CONSENT ITEM(S) 1 Status of Outstanding Board Reports - Report from CEO of the Oakville Public Library
May 19 2017
2 Monthly Health and Safety Report for April 2017 - Report from Manager of Human Resources May 16 2017 3 2017 Board Key Agenda Items - Report from CEO of the Oakville Public Library
May 17 2017
Moved by Steven Bright Seconded by Councillor Grant That the consent items be received
CARRIED
-8-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY BBOOAARRDD
RREEGGUULLAARR MMEEEETTIINNGG
AAGGEENNDDAA
TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 IIRROOQQUUOOIISS RRIIDDGGEE CCOOMMMMUUNNIITTYY CCEENNTTRREE
SSOOUUTTHHRRIIDDGGEE RROOOOMM 770000 ppmm BBrraanncchh TToouurr 773300 ppmm MMeeeettiinngg
CCHHAAIIRRPPEERRSSOONN CCOOUUNNCCIILLLLOORR JJEEFFFF KKNNOOLLLL
Regrets Declarations of Pecuniary Interest Confirmation of Minutes of the Previous Regular Meeting of the Board
Minutes of the Regular Meeting of the Board MAY 25 2017 7ndash18
Confidential Minutes of the Closed Session of the Board MAY 25 2017 (See Confidential Agenda)
CONSENT ITEM(S)
1 Status of Outstanding Board Reports 19ndash22 - Report from Report from CEO of the Oakville Public
Library June 7 2017
2 Monthly Health and Safety Report for May 2017 23ndash24 - Report from Manager of Human Resources
June 12 2017
-3-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 22 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 3 2017 Board Key Agenda Items 25ndash26 - Report from CEO of the Oakville Public Library
June 7 2017
Recommendation That the consent items be received
CONFIDENTIAL CONSENT ITEM(S)
There are no Confidential Consent Items listed for this agenda
DISCUSSION ITEM(S)
4 2018 Budget Guidelines - Report from Deputy Treasurer and Director of Financial
Planning (Presentation at meeting)
Recommendation That the 2018 Budget Guidelines from the Deputy Treasurer and Director of Financial Planning be received
5 2018 Service and Program Considerations - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation
1 That the 2018 Service and Program Considerations from the CEO of the Oakville Public Library be received and
2 That staff report back at the September 7 2017 Board meeting
6 Strategic Plan Update - Action Plan - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Strategic Plan Update and Action Plan from the CEO of the Oakville Public Library be approved
-4-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 33 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 7 Financial Reports ndash May 31 2017 27ndash34 - Report from CEO of the Oakville Public Library
Recommendation That the May 31 2017 financial reports be received
8 Health and Safety Policies - Occupational Health and Safety
Workplace Violence and Respectful Workplace 35ndash54
- Report from CEO of the Oakville Public Library and Manager Human Resources June 5 2017
Recommendation That the revisions to the Occupational Health and Safety Policy Workplace Violence Policy and Respectful Workplace Policy be approved as amended
9 Data Usage and Statistical Trends ndash 2016 Year End and 1st
Quarter 2017 55ndash70
- Report from Director of Branch Services June 22 2017
Recommendation That the 2016 year end and 1st quarter 2017 data and statistics be received
10 Board Recruitment 71ndash74 - Report from Commissioner of Community Services and
CEO of the Oakville Public Library June 12 2017
Recommendation
1 That the proposed Recruitment Strategy for new Oakville Public Library board members be endorsed and
2 That recruitment begin for the current vacancies on the Oakville Public Library Board of Directors
11 CEO Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the CEO Update from the CEO of the Oakville Public Library be received
-5-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 44 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 12 Monthly Technology Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Monthly Technology Update from the CEO of the Oakville Public Library be received
CONFIDENTIAL DISCUSSION ITEM(S)
C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
(See Confidential Agenda)
NEW BUSINESS
DATE AND TIME OF NEXT MEETING
Thursday September 7 2017 (August 24 2017 meeting rescheduled)
Oakville Municipal Building Trafalgar Room - 700 pm
(July 27 2017 meeting cancelled) ADJOURNMENT
-6-
OAKVILLE PUBLIC LIBRARY BOARD
MINUTES
THURSDAY MAY 25 2017
TRAFALGAR ROOM
OAKVILLE MUNICIPAL BUILDING 1225 TRAFALGAR ROAD OAKVILLE
A meeting of the Oakville Public Library Board was held on Thursday May 25 2017 in the Trafalgar Room of the Oakville Municipal Building commencing at 700 pm Present Councillor Jeff Knoll Chair
Steven Bright Vice-Chair Councillor Marc Grant
Also Present Colleen Bell Commissioner of Community Services
Jill Marcovecchio Council and Committee Coordinator Regrets Mark Bettiol
Pankaj Sardana Joan Sweeney Marsh (Special Advisor)
Staff Lynn Horlor Chief Executive Officer
Florence De Dominicis Director of Community Engagement Simona Dinu Director of Branch Services Tara Wong Director of Collections and Technologies Tricia Agnew Manager of Human Resources
The items in these minutes are not necessarily in the order discussed
Call to Order Councillor Knoll Chair called the meeting to order at 700 pm
-7-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 2
Regrets As noted above
Declarations of Pecuniary Interest No declarations of pecuniary interest were declared Confirmation of Minutes of the Previous Regular Meeting of the Board Minutes of the Regular Meeting of the Board APRIL 27 2017
Moved by Councillor Grant Seconded by Steven Bright That the minutes of the regular meeting of the Oakville Public Library Board dated April 27 2017 be approved
CARRIED CONSENT ITEM(S) 1 Status of Outstanding Board Reports - Report from CEO of the Oakville Public Library
May 19 2017
2 Monthly Health and Safety Report for April 2017 - Report from Manager of Human Resources May 16 2017 3 2017 Board Key Agenda Items - Report from CEO of the Oakville Public Library
May 17 2017
Moved by Steven Bright Seconded by Councillor Grant That the consent items be received
CARRIED
-8-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 22 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 3 2017 Board Key Agenda Items 25ndash26 - Report from CEO of the Oakville Public Library
June 7 2017
Recommendation That the consent items be received
CONFIDENTIAL CONSENT ITEM(S)
There are no Confidential Consent Items listed for this agenda
DISCUSSION ITEM(S)
4 2018 Budget Guidelines - Report from Deputy Treasurer and Director of Financial
Planning (Presentation at meeting)
Recommendation That the 2018 Budget Guidelines from the Deputy Treasurer and Director of Financial Planning be received
5 2018 Service and Program Considerations - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation
1 That the 2018 Service and Program Considerations from the CEO of the Oakville Public Library be received and
2 That staff report back at the September 7 2017 Board meeting
6 Strategic Plan Update - Action Plan - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Strategic Plan Update and Action Plan from the CEO of the Oakville Public Library be approved
-4-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 33 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 7 Financial Reports ndash May 31 2017 27ndash34 - Report from CEO of the Oakville Public Library
Recommendation That the May 31 2017 financial reports be received
8 Health and Safety Policies - Occupational Health and Safety
Workplace Violence and Respectful Workplace 35ndash54
- Report from CEO of the Oakville Public Library and Manager Human Resources June 5 2017
Recommendation That the revisions to the Occupational Health and Safety Policy Workplace Violence Policy and Respectful Workplace Policy be approved as amended
9 Data Usage and Statistical Trends ndash 2016 Year End and 1st
Quarter 2017 55ndash70
- Report from Director of Branch Services June 22 2017
Recommendation That the 2016 year end and 1st quarter 2017 data and statistics be received
10 Board Recruitment 71ndash74 - Report from Commissioner of Community Services and
CEO of the Oakville Public Library June 12 2017
Recommendation
1 That the proposed Recruitment Strategy for new Oakville Public Library board members be endorsed and
2 That recruitment begin for the current vacancies on the Oakville Public Library Board of Directors
11 CEO Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the CEO Update from the CEO of the Oakville Public Library be received
-5-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 44 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 12 Monthly Technology Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Monthly Technology Update from the CEO of the Oakville Public Library be received
CONFIDENTIAL DISCUSSION ITEM(S)
C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
(See Confidential Agenda)
NEW BUSINESS
DATE AND TIME OF NEXT MEETING
Thursday September 7 2017 (August 24 2017 meeting rescheduled)
Oakville Municipal Building Trafalgar Room - 700 pm
(July 27 2017 meeting cancelled) ADJOURNMENT
-6-
OAKVILLE PUBLIC LIBRARY BOARD
MINUTES
THURSDAY MAY 25 2017
TRAFALGAR ROOM
OAKVILLE MUNICIPAL BUILDING 1225 TRAFALGAR ROAD OAKVILLE
A meeting of the Oakville Public Library Board was held on Thursday May 25 2017 in the Trafalgar Room of the Oakville Municipal Building commencing at 700 pm Present Councillor Jeff Knoll Chair
Steven Bright Vice-Chair Councillor Marc Grant
Also Present Colleen Bell Commissioner of Community Services
Jill Marcovecchio Council and Committee Coordinator Regrets Mark Bettiol
Pankaj Sardana Joan Sweeney Marsh (Special Advisor)
Staff Lynn Horlor Chief Executive Officer
Florence De Dominicis Director of Community Engagement Simona Dinu Director of Branch Services Tara Wong Director of Collections and Technologies Tricia Agnew Manager of Human Resources
The items in these minutes are not necessarily in the order discussed
Call to Order Councillor Knoll Chair called the meeting to order at 700 pm
-7-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 2
Regrets As noted above
Declarations of Pecuniary Interest No declarations of pecuniary interest were declared Confirmation of Minutes of the Previous Regular Meeting of the Board Minutes of the Regular Meeting of the Board APRIL 27 2017
Moved by Councillor Grant Seconded by Steven Bright That the minutes of the regular meeting of the Oakville Public Library Board dated April 27 2017 be approved
CARRIED CONSENT ITEM(S) 1 Status of Outstanding Board Reports - Report from CEO of the Oakville Public Library
May 19 2017
2 Monthly Health and Safety Report for April 2017 - Report from Manager of Human Resources May 16 2017 3 2017 Board Key Agenda Items - Report from CEO of the Oakville Public Library
May 17 2017
Moved by Steven Bright Seconded by Councillor Grant That the consent items be received
CARRIED
-8-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 33 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 7 Financial Reports ndash May 31 2017 27ndash34 - Report from CEO of the Oakville Public Library
Recommendation That the May 31 2017 financial reports be received
8 Health and Safety Policies - Occupational Health and Safety
Workplace Violence and Respectful Workplace 35ndash54
- Report from CEO of the Oakville Public Library and Manager Human Resources June 5 2017
Recommendation That the revisions to the Occupational Health and Safety Policy Workplace Violence Policy and Respectful Workplace Policy be approved as amended
9 Data Usage and Statistical Trends ndash 2016 Year End and 1st
Quarter 2017 55ndash70
- Report from Director of Branch Services June 22 2017
Recommendation That the 2016 year end and 1st quarter 2017 data and statistics be received
10 Board Recruitment 71ndash74 - Report from Commissioner of Community Services and
CEO of the Oakville Public Library June 12 2017
Recommendation
1 That the proposed Recruitment Strategy for new Oakville Public Library board members be endorsed and
2 That recruitment begin for the current vacancies on the Oakville Public Library Board of Directors
11 CEO Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the CEO Update from the CEO of the Oakville Public Library be received
-5-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 44 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 12 Monthly Technology Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Monthly Technology Update from the CEO of the Oakville Public Library be received
CONFIDENTIAL DISCUSSION ITEM(S)
C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
(See Confidential Agenda)
NEW BUSINESS
DATE AND TIME OF NEXT MEETING
Thursday September 7 2017 (August 24 2017 meeting rescheduled)
Oakville Municipal Building Trafalgar Room - 700 pm
(July 27 2017 meeting cancelled) ADJOURNMENT
-6-
OAKVILLE PUBLIC LIBRARY BOARD
MINUTES
THURSDAY MAY 25 2017
TRAFALGAR ROOM
OAKVILLE MUNICIPAL BUILDING 1225 TRAFALGAR ROAD OAKVILLE
A meeting of the Oakville Public Library Board was held on Thursday May 25 2017 in the Trafalgar Room of the Oakville Municipal Building commencing at 700 pm Present Councillor Jeff Knoll Chair
Steven Bright Vice-Chair Councillor Marc Grant
Also Present Colleen Bell Commissioner of Community Services
Jill Marcovecchio Council and Committee Coordinator Regrets Mark Bettiol
Pankaj Sardana Joan Sweeney Marsh (Special Advisor)
Staff Lynn Horlor Chief Executive Officer
Florence De Dominicis Director of Community Engagement Simona Dinu Director of Branch Services Tara Wong Director of Collections and Technologies Tricia Agnew Manager of Human Resources
The items in these minutes are not necessarily in the order discussed
Call to Order Councillor Knoll Chair called the meeting to order at 700 pm
-7-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 2
Regrets As noted above
Declarations of Pecuniary Interest No declarations of pecuniary interest were declared Confirmation of Minutes of the Previous Regular Meeting of the Board Minutes of the Regular Meeting of the Board APRIL 27 2017
Moved by Councillor Grant Seconded by Steven Bright That the minutes of the regular meeting of the Oakville Public Library Board dated April 27 2017 be approved
CARRIED CONSENT ITEM(S) 1 Status of Outstanding Board Reports - Report from CEO of the Oakville Public Library
May 19 2017
2 Monthly Health and Safety Report for April 2017 - Report from Manager of Human Resources May 16 2017 3 2017 Board Key Agenda Items - Report from CEO of the Oakville Public Library
May 17 2017
Moved by Steven Bright Seconded by Councillor Grant That the consent items be received
CARRIED
-8-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
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ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
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ITEM 9
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ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
OOAAKKVVIILLLLEE PPUUBBLLIICC LLIIBBRRAARRYY AAGGEENNDDAA PPAAGGEE 44 BBOOAARRDD MMEEEETTIINNGG TTHHUURRSSDDAAYY JJUUNNEE 2222 22001177 12 Monthly Technology Update - Report from CEO of the Oakville Public Library
(Presentation at meeting)
Recommendation That the Monthly Technology Update from the CEO of the Oakville Public Library be received
CONFIDENTIAL DISCUSSION ITEM(S)
C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
(See Confidential Agenda)
NEW BUSINESS
DATE AND TIME OF NEXT MEETING
Thursday September 7 2017 (August 24 2017 meeting rescheduled)
Oakville Municipal Building Trafalgar Room - 700 pm
(July 27 2017 meeting cancelled) ADJOURNMENT
-6-
OAKVILLE PUBLIC LIBRARY BOARD
MINUTES
THURSDAY MAY 25 2017
TRAFALGAR ROOM
OAKVILLE MUNICIPAL BUILDING 1225 TRAFALGAR ROAD OAKVILLE
A meeting of the Oakville Public Library Board was held on Thursday May 25 2017 in the Trafalgar Room of the Oakville Municipal Building commencing at 700 pm Present Councillor Jeff Knoll Chair
Steven Bright Vice-Chair Councillor Marc Grant
Also Present Colleen Bell Commissioner of Community Services
Jill Marcovecchio Council and Committee Coordinator Regrets Mark Bettiol
Pankaj Sardana Joan Sweeney Marsh (Special Advisor)
Staff Lynn Horlor Chief Executive Officer
Florence De Dominicis Director of Community Engagement Simona Dinu Director of Branch Services Tara Wong Director of Collections and Technologies Tricia Agnew Manager of Human Resources
The items in these minutes are not necessarily in the order discussed
Call to Order Councillor Knoll Chair called the meeting to order at 700 pm
-7-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 2
Regrets As noted above
Declarations of Pecuniary Interest No declarations of pecuniary interest were declared Confirmation of Minutes of the Previous Regular Meeting of the Board Minutes of the Regular Meeting of the Board APRIL 27 2017
Moved by Councillor Grant Seconded by Steven Bright That the minutes of the regular meeting of the Oakville Public Library Board dated April 27 2017 be approved
CARRIED CONSENT ITEM(S) 1 Status of Outstanding Board Reports - Report from CEO of the Oakville Public Library
May 19 2017
2 Monthly Health and Safety Report for April 2017 - Report from Manager of Human Resources May 16 2017 3 2017 Board Key Agenda Items - Report from CEO of the Oakville Public Library
May 17 2017
Moved by Steven Bright Seconded by Councillor Grant That the consent items be received
CARRIED
-8-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
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ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
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ITEM 9
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ITEM 9
-64-
ITEM 9
-65-
ITEM 9
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ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
OAKVILLE PUBLIC LIBRARY BOARD
MINUTES
THURSDAY MAY 25 2017
TRAFALGAR ROOM
OAKVILLE MUNICIPAL BUILDING 1225 TRAFALGAR ROAD OAKVILLE
A meeting of the Oakville Public Library Board was held on Thursday May 25 2017 in the Trafalgar Room of the Oakville Municipal Building commencing at 700 pm Present Councillor Jeff Knoll Chair
Steven Bright Vice-Chair Councillor Marc Grant
Also Present Colleen Bell Commissioner of Community Services
Jill Marcovecchio Council and Committee Coordinator Regrets Mark Bettiol
Pankaj Sardana Joan Sweeney Marsh (Special Advisor)
Staff Lynn Horlor Chief Executive Officer
Florence De Dominicis Director of Community Engagement Simona Dinu Director of Branch Services Tara Wong Director of Collections and Technologies Tricia Agnew Manager of Human Resources
The items in these minutes are not necessarily in the order discussed
Call to Order Councillor Knoll Chair called the meeting to order at 700 pm
-7-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 2
Regrets As noted above
Declarations of Pecuniary Interest No declarations of pecuniary interest were declared Confirmation of Minutes of the Previous Regular Meeting of the Board Minutes of the Regular Meeting of the Board APRIL 27 2017
Moved by Councillor Grant Seconded by Steven Bright That the minutes of the regular meeting of the Oakville Public Library Board dated April 27 2017 be approved
CARRIED CONSENT ITEM(S) 1 Status of Outstanding Board Reports - Report from CEO of the Oakville Public Library
May 19 2017
2 Monthly Health and Safety Report for April 2017 - Report from Manager of Human Resources May 16 2017 3 2017 Board Key Agenda Items - Report from CEO of the Oakville Public Library
May 17 2017
Moved by Steven Bright Seconded by Councillor Grant That the consent items be received
CARRIED
-8-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-65-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 2
Regrets As noted above
Declarations of Pecuniary Interest No declarations of pecuniary interest were declared Confirmation of Minutes of the Previous Regular Meeting of the Board Minutes of the Regular Meeting of the Board APRIL 27 2017
Moved by Councillor Grant Seconded by Steven Bright That the minutes of the regular meeting of the Oakville Public Library Board dated April 27 2017 be approved
CARRIED CONSENT ITEM(S) 1 Status of Outstanding Board Reports - Report from CEO of the Oakville Public Library
May 19 2017
2 Monthly Health and Safety Report for April 2017 - Report from Manager of Human Resources May 16 2017 3 2017 Board Key Agenda Items - Report from CEO of the Oakville Public Library
May 17 2017
Moved by Steven Bright Seconded by Councillor Grant That the consent items be received
CARRIED
-8-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-65-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 3 DISCUSSION ITEM(S) 4 Financial Reports ndash April 30 2017 - Report from CEO of the Oakville Public Library
April 30 2017
Lynn Horlor CEO reported on the financial progress report (variance reports) for the library as provided in the PowerPoint presentation and agenda materials The CEO advised that there were no new areas of concern Moved by Councillor Grant Seconded by Steven Bright That the April 30 2017 financial reports be received
CARRIED 5 Marketing and Development Policies - Donations
Sponsorship Naming Rights and Third Party Fundraising
- Report from CEO of the Oakville Public Library Lynn Horlor CEO reported on the review of marketing and development related policies as provided in the PowerPoint presentation and agenda materials The CEO advised that the updated Endowment Fund Policy Contests and Lotteries Policy and Planned Giving Program Policy were approved by the board at the April 27 2017 meeting The CEO further advised that the Naming Rights portion of the policy was revised as requested for approval further to the direction that was provided at the last board meeting The CEO indicated that the board would be notified of any naming rights agreement over $25000 Proposals to seek naming rights of a new or existing library facility room or component in excess of $25000 would require board approval and that naming rights of buildings would require Library Board and Council approval as the town owns the library buildings The CEO also indicated that the Donations Policy was updated to include ldquoinsurance policiesrdquo as a gift under the scope of this policy to the ldquoDefinitionrdquo section The board had no further changes to the Donations Sponsorship Naming Rights and Third Party Fundraising which was incorporated as part of marketing and development related policies Moved by Steven Bright Seconded by Councillor Grant That the revisions to the Donations Sponsorship Naming Rights and Third Party Fundraising Policies be approved as amended
CARRIED
-9-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 4 6 Data Usage and Statistical Trends - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms Wong advised that there have been changes in library technology and the manner in which staff will be reporting on statistics and looking at metrics Ms Wong asked for feedback from the board regarding relevant statistics for the library for staff to report on going forward She advised of the goal to provide the board metrics that reflect the actual usage activity and impact on our customers and community which accurately describe the usage of public librariesrsquo resources in todayrsquos environment Ms Wong reviewed the types of reports including the quarterly report to provide a current state overview of the usage and activities of the library and annual report to provide benchmarking snapshot and performance measures to compare OPLrsquos performance against other municipal systems Ms Wong highlighted the quarterly and annual reports in terms of the previous and proposed report formats and provided samples of the new reports She reviewed the key differences in statistical reporting which will be grouped by the following headings total usage (summary) branches programs virtual visits technology and cardholders Tara Wong responded to questions regarding footfall traffic assisting customers with using the internet and responding to phone calls made to the library desk Ms Wong advised that a massive purge of library cardholders was done three years ago and the purge is now done monthly to track people in and out of the system for more consistency Ms Wong further advised that library cards are encouraged for individuals including children rather than as a family Staff are monitoring third party library services such as Hoopla and Overdrive to ensure that there is no overlap in the digital collection as there has been some overlap in products Ms Wong advised that in terms of interlibrary loans customers are borrowing more and taking advantage of this service indicating that there is time involved for shipping and receiving materials The library is not compensated for interlibrary loans as public libraries are in agreement to provide the service and do not charge although some universities charge for the service Ms Wong indicated that a library card is required to track customer information Ms Wong also advised that staff will bring forward an economic report regarding the return on investment that libraries bring to the community at a future board meeting Simona Dinu Director of Branch Services responded to a question regarding branches advising that some of the statistical information would be provided by branch while keeping a consistent look Ms Dinu advised that permission from a library cardholder is required in order to use their personal information
-10-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 5
Lynn Horlor CEO responded to a question regarding library benchmarks advising that the benchmarks for 2016 would not be ready until late this year The data comes from the library survey by the Ministry of Tourism Culture and Sport and the survey results once available will be used for benchmarking with other municipalities later in the year Comparisons for 2015 have been requested Florence De Dominicis Director of Community Engagement reported on the statistical review of library board reports as provided in the PowerPoint presentation Ms De Dominicis advised that the group section of the report will include key influencing factors trends year highlights high level overview 5 and 10 year trends and benchmarking with other municipalities Ms De Dominicis reviewed how Project Outcome works which is an initiative of the Public Library Association (PLA) that equips libraries with short easy-to-use patron-focused surveys designed to measure the impact of library services and is a pilot for the library The project focuses on measuring the outcomes of the programs that many public libraries have in common She explained outcome measurement in terms of outcomes that are qualitative change and impact Ms De Dominicis indicated that staff will start benchmarking with other municipalities once the information has been obtained from the new surveys She advised of starting small building engagement with staff and customers starting to tie in with the strategic plan goals (ie children teens and creation zone) and measuring effect on programs Florence De Dominicis responded to questions regarding using surveys advising that it was an education process and that the current surveys will be replaced with the new surveys as part of the pilot using Project Outcome Florence De Dominicis responded to a further question regarding engaging the people listed in the ldquoAcknowledgementsrdquo section of the strategic plan Colleen Bell Commissioner of Community Services advised of the program survey that is used by the Recreation and Culture department at the end of a program for a customer Ms Bell indicated that the key is the suggestions provided in the comment section which are shared with staff and giving people feedback in real time Discussion ensued regarding reporting on data usage statistical trends and surveys The board expressed an interest in having information in terms of getting to know our customers and reflecting the community The board provided the following suggestions regarding the new quarterly and annual statistical reports for the library
- continue to report on branches in the quarterly report including circulation by branch for the hard copy collection
-11-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
-12-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
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-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
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ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
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ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
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ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 6
- report on footfall traffic and break it out by branch and trends - include a graphic for the quarterly report - provide a more detailed breakdown of adult cardholders who
access library services - report on the number of cardholders including a breakdown of
cardholders by usage date - provide data on third party library services such as Hoopla and
Overdrive to track circulation by vendor for the digital collection - web pages viewed in the previous annual report is not useful as the
values are not properly measured - report on website sessions - include 3 year trends and not 5 year trends in circulation and
cardholders where possible subject to data being available - provide social media statistics and benchmarks for the library
against comparable municipalities in future reports - add interlibrary loans in the quarterly report - report on net borrower and lender - report on metrics and break it down by category - look into the possibility of tracking customers by usage of library
cards and best practices and - report on the return on investment for the library in terms of the
impact on the community and benefit Tara Wong advised that staff will incorporate the boardrsquos comments and report back with a new quarterly and annual report and metrics at the June 22 2017 board meeting Moved by Councillor Grant Seconded by Steven Bright That the information regarding Data Usage and Statistical Trends from the Director of Collections and Technologies be received
CARRIED 7 CEO Update - Report from CEO of the Oakville Public Library
Lynn Horlor CEO provided an update on library matters and whatrsquos happening at the library with respect to vacancy management status of various projects programs and events and in conversation with series as provided in the PowerPoint presentation The CEO provided an update on staff training advising that the management team is moving forward with customized training in the area of non-violent crisis
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ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 7
to assist staff in managing public behaviours and that sessions will be scheduled with the consultant The CEO reported on the Parks Recreation and Library Facilities Master Plan advising that a report regarding the five year review of the master plan went forward to Council at the May 2 2017 meeting Staff are starting to look at service delivery alternatives to provide library service locations in North Oakville for the boardrsquos consideration The CEO reported on the 2016 Report to the Community and Strategic Plan advising that press releases have been issued and communication plans are being executed as approved by the board at the April 27 2017 meeting Staff will report back on the strategic plan action plans to accomplish the objectives at the June 22 2017 board meeting The spring fundraising campaign will commence the first week of June 2017 The CEO asked that the regular board meeting of August 24 2017 be changed to September 7 2017 to deal with 2018 budget due to deadlines It was the consensus of the members present to reschedule the meeting subject to the availability of the members who were not present at the meeting The proposed change in the meeting date will be confirmed at the June 22 2017 board meeting The regular board meeting will be held on September 28 2017 Staff will bring forward 2018 budget guidelines for the boardrsquos consideration at the June 22 2017 meeting The CEO highlighted 2018 budget impacts on the library The CEO provided an update on the Radio Frequency Identification (RFID) technology staffing model advising that the new schedules have been in place since March 26 2017 and schedules may continue to change based on evidence of foot traffic and customer need The CEO advised that the tender will be closing on June 2 2017 for the construction work required for the installation of check in and automatic sorters The CEO provided an update on the repairs to the entrance at White Oaks library branch advising that the new doors have been installed and planters were ordered to enhance the entrance The CEO provided an update on the Iroquois Ridge (IR) creation zone advising that there have been no major issues to date and occupancy will be earlier than was anticipated The CEO advised that the furniture shelving signage and technology has been ordered and that staff are working on a schedule for moving back into the library branch A branch tour has been arranged for the board members prior to the June 22 2017 offsite meeting and the Ward Councilors have been invited to come on June 21 2017 Staff are planning a grand opening event and will provide more information at the next board meeting
-13-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 8
The CEO responded to a question regarding communications for the reopening of the Iroquois Ridge library branch and new creation zone advising that the event would be part of a press release The CEO reported on Water Street advising that the water is over the road and there is a temporary entrance to the main library branch as there was no access from the parking lot Colleen Bell Commissioner of Community Services advised of the water levels and impact of flooding in town Commissioner Bell responded to a question regarding the water damage andor impact to town buildings advising that buildings are sandbagged as needed for the emerging situation in town Staff will advise the board members if the main library branch needs to be sandbagged The CEO responded to a question regarding the Friends of the Library book sale advising that the books for sale are weeded from the collection and public donations The CEO reported on the in conversation with series which was showcased at the preseason event at the Oakville Performing Arts Centre on May 24 2017 as part of nurturing a new partnership between the library and centre The CEO invited the board members to attend the upcoming shows and will provide details regarding the events The CEO responded to a question regarding the possibility of the Oakville Public Library being a community sponsor andor having a presence at school board events as part of community outreach advising that she would look into this Moved by Councillor Grant Seconded by Steven Bright That the CEO Update from the CEO of the Oakville Public Library be received
CARRIED 8 Monthly Technology Update - Report from Director of Collections and Technologies
Tara Wong Director of Collections and Technologies reported on the monthly technology update for the library as provided in the PowerPoint presentation Tara Wong advised that the construction tender closed on June 2 2017 for the Radio Frequency Identification (RFID) installation for the sorters (automated
-14-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 9
materials handling) and check in stations The first sorter and check in station will be installed at Iroquois Ridge library branch which is a priority and Woodside Glen Abbey and Central library branches are scheduled for JuneJuly 2017 Ms Wong reviewed the sorter schedule for installation and usage of checkout kiosks at the library branches Ms Wong advised that there has been significant growth in the use of checkout kiosks Staff will do a push in fall 2017 encouraging more customers to use the checkout kiosks and achieving a goal of 90 from 70 for the system Tara Wong responded to a question regarding kiosks and library cards advising that customers would need a card to check out and not to check in to the kiosk station Tara Wong provided an update on the Iroquois Ridge (IR) digital creation zone advising that core technology has been ordered as the first priority and the full launch of programming is scheduled for September 2017 Tara Wong responded to questions regarding technology for the creation zone advising that the hardware has been ordered Staff are talking to educational companies regarding the libraryrsquos eligibility for educational software and looking at options for educational licensing in terms of software Ms Wong advised that staff are checking out the resources and pricing for TechSoup Canada a bulk licensing site providing donated and discounted software and technology for qualified nonprofits charities and libraries Lynn Horlor CEO advised that Iroquois Ridge library branch will reopen for the new creation zone on July 4 2017 Tara Wong advised that staff are moving forward with creating easy to use operational and strategic dashboards for various staff levels to encourage evidence-based decision making for the library Tara Wong reviewed a revised heatmap showing Oakville Public Library cardholders by postal code Tara Wong responded to a question regarding the heatmap advising that staff will provide a bigger heatmap and send an email to the board members Ms Wong advised that the data for library cardholders is timely as it is pulled right from the Geographic Information System (GIS) database Moved by Steven Bright Seconded by Councillor Grant That the Monthly Technology Update from the Director of Collections and Technologies be received
CARRIED
-15-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 10 CONFIDENTIAL DISCUSSION ITEM(S) CLOSED SESSION
Moved by Councillor Grant Seconded by Steven Bright That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about identifiable individuals including municipal or local board employees with respect to Item C-1 ndash Staffing Update
CARRIED The Board resolved into closed session at 837 pm RECESS The meeting recessed at 838 pm and reconvened at 844 pm in closed session The Board resolved back into open session at 909 pm C-1 Staffing Update - Confidential Verbal Report from CEO of the Oakville
Public Library
Staff direction was provided in closed session
NEW BUSINESS
There was no new business
DATE AND TIME OF NEXT MEETING Thursday June 22 2017
Iroquois Ridge Library Branch Tour - 700 pm Iroquois Ridge Community Centre Meeting Southridge Room - 730 pm
-16-
ITEM
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
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ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board May 25 2017 MINUTES Page 11 ADJOURNMENT
Moved by Steven Bright Seconded by Councillor Grant That this meeting be adjourned
CARRIED
The meeting adjourned at 911 pm
-17-
ITEM
-18-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
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SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
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Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
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Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
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Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
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To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
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Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
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Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
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Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
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- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
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- Minutes of the Regular Meeting of the Board MAY 25 2017
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- [Minutesdoc]
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- Confidential Minutes of the Closed Session of the Board MAY 25 2017
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- CONSENT ITEM(S)
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- 1 Status of Outstanding Board Reports
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- [Listpdf]
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- 2 Monthly Health and Safety Report for May 2017
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- [Reportpdf]
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- 3 2017 Board Key Agenda Items
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- [Itemspdf]
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- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
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- 4 2018 Budget Guidelines
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- (Presentation at meeting)
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- 5 2018 Service and Program Considerations
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- (Presentation at meeting)
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- 6 Strategic Plan Update - Action Plan
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- (Presentation at meeting)To be distributed
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- 7 Financial Reports ndash May 31 2017
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- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
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- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
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- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
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- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
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- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
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- 10 Board Recruitment
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- [Reportpdf]
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- 11 CEO Update
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- (Presentation at meeting)
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- 12 Monthly Technology Update
-
- (Presentation at meeting)
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- CONFIDENTIAL DISCUSSION ITEM(S)
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- C-1 Staffing Update
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- (See Confidential Agenda)
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- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
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- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
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- ADJOURNMENT
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Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
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Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
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Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
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To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
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ITEM 2
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OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
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OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
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ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board Status of Board Reports June 72017
Item Date of Meeting
Staff Responsible
Outstanding Issue StatusExpected Report Date
1 5OPL Website and accessible documents
Nov 2813
CEO Information on the options for providing accessible formats was presented to the Board and a Board decision is pending
This will be addressed as the library develops its own Accessibility Policy ﾉｷｪﾐWS ｷデｴ デｴW Tﾗﾐげゲく Tｴｷゲ ｷﾉﾉ come back to the Board in Q4 2016 Policy review will be 2nd quarter 2017
2 Integrated Risk Management (IRM) Risk Register
May 2914 CEO The Board requested that this be tracked at Board level
Town Internal Auditor Pierre Sauvageot did presentation at May 1 2014 meeting amp did a presentation at the September 4 2014 Board meeting ｷデｴ ヴWIﾗﾏﾏWﾐSデｷﾗﾐゲく BﾗヴSげゲ adｷIW ヴW aデヴW けヴｷゲﾆ ヮヮWデｷデWげ ゲ presented at the November 6 Board meeting Will be raised for new Board at October 2016 mtg Deferred to new CEO 1st quarter 2017
3 Governance August 20 2015 Board Chair Councillor Jeff Knoll
That an informal ad-hoc committee be established to develop a Board charter to be completed by the end of October for presentation at the November 26 2015 Board meeting The group will use Town CﾗﾏﾏｷゲゲｷﾗﾐWヴ GﾗヴS LﾉﾗﾐSWげゲ さｪﾗWヴﾐﾐIW デﾗﾗﾉﾆｷデざく
Draft CharterMOU to be was discussed at November 26 2015 Regular Board meeting and direction given to CEO Charlotte Meissner and Vice Chair Steve Bright to return with an amended draft at the January 14 2016 Board meeting Draft amended per Board direction and approved at Feb 25 2016 meeting (role of Chair Vice-Chair to be added for May 26 2016) Additional definitions and finalization will be brought in Sept 2017 with other policy updates
-19-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
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ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board Status of Board Reports June 72017
4 IRR Collection Refresh September 8 2016
CEO That the collection refresh contained in the Iroquois Ridge Digital Hub Strategy funded from the development reserve be approved subject to a refresh plan with options to be approved by the Board
Various options will be brought forward to the Board in 2017 in time for purchases to be made for the re-opening of IRR on July 1 2017 Item on agenda February 2017 Approved by the board with the following request The Vice-Chair asked that staff report back on what the library is buying for the new collection for Iroquois Ridge branch the difference in turnover rate after one year in terms of the return on investment and track this expenditure
5 On time funding September 29 2016
CEO That the estimated savings of $46000 for the Iroquois Ridge closure be left in the 2017 Operating Budget to be utilized to execute the strategic plan in 2017 approved That the CEO report back on how the funds will be spent by March 31st be approved
Once the strategic plan execution strategy is completed the CEO will bring back to the board to seek approval on how funds will be spent by March 31 2017 に Approval will be required in June when Action Plan comes forward to board
6 Investment Policy December 1 2016
CEO That the Oakville Library Board request that the CEO bring forward an investment policy for board approval
As part of the endowment report from Financial Operations an investment policy will be taken to the board for approval
-20-
ITE
M 1
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Oakville Public Library Board Status of Board Reports June 72017
7 RFID - January 26 2017 CEO That staff review best practices for loss security protection training and securing higher and lower value library items
Prior to opening of IR report back to the board on best practices implemented at IR- Will follow through but it will not come to board until the fall
8 Program brochure January 26 2017 Director Community Engagement
Ensure board members are documented and have some presence in the program guide
Review different strategies to meet the request of the board within the confines of the budget Next brochure に Fall 2017Winter 2018 Space is at a premium ability only to include names of board members in FallWinter 2017 brochure
9 Digital Resources amp Collection Strategy
March 23 2017 Director Collections and Technology
Request to present to the board a collection strategy with regard to digital vs physical ratio The strategy needs to linked to the 2018 に 2020 budget submission for collection resources inclusive of e-content license models
This will be presented the month prior to the budget being presented so it can be reviewed in detail Planning for September 7th meeting
-21-
ITE
M 1
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-22-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
To Members of the Oakville Public Library Board
From Tricia Agnew Manager Human Resources
Date June 12 2017
Re Health and Safety Report for May 2017
Staff Injuries Staff Injuries No Time Loss Time Loss Total YTD Injuries Q1 2017 1 0 1 Q2 2017 0 0 Q3 2017 Q4 2017 YTD Total 1 0
As of the date of this report June 12 2017
Staff Injuries ndash between May 17 2017 and June 12 2017 There were no staff injuries between May 17 2017 and June 12 2017 No hours of work were lost and no claims were submitted to WSIB Joint Health amp Safety Committee A Joint Health amp Safety Committee (JHampSC) meeting was held on June 5 2017 There were no items of concern raised at this meeting The next JHampSC meeting is scheduled for June 26 2017
Staff Report
-23-
ITEM 2
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-24-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
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ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017)
MWWデｷﾐｪ NﾏHWヴぐぐくくく
1 Reg
2 Reg
3 Reg
4 Reg
5 Reg
6 Reg
7 Reg
8 Reg
9 Reg
10 Reg
11 Reg
Governance Legislative Regulatory Policy Accountability
Jan 26
Feb 23
Mar 23
Apr 27
May 25
Jun 22
Sept 7
Sept 28
Oct 26
Nov 23
Dec 14
Annual AgendaPeriodic
Appointment of ChairVice Chair R A
Policies and Procedure Reviews (as required) A A A A A
Strategic Plan Process (2016-2019) ʹ progress on action plans T T T A T T T T T T T
CEO Evaluation and Annual Strategic Goals
Library Master Plan A
Comprehensive Financial Report (quarterly) ʹ YE Projections to Budget Fundraising Reserve funds
R-2017
R 2017
R-2017
Comprehensive Financial Year-End Report Pre Audit Budget to Actual Fundraising Reserve Funds Endowments
R A
Annual Financial Statements and Audit Findings ʹ External Auditors in Attendance
RA
HIP Updates R R
Annual Budget Town Guidelines Submission Approval T TA TA TA
Fundraising Strategy Updates ʹ Development Funds amp Endowment
R R R
Audit Plan for 2017 R
Integrated Risk Management Assessment R
Performance vs Town SLAs R
Annual Health and Safety Policy A
Legislative Updates [as required]
Regular Agenda Items Jan Feb Mar Apr May Jun Sept Sept Oct Nov Dec
Strategic Report by CEO R R R R R R R R R R R
Monthly Health amp Safety Report R R R R R R R R R R R
Monthly Update-Technology Projects R R R R R R R R R R R
Data amp Usage StatisticsTrends Report R R R
Monthly Financial Variance Reports ʹ Operating and Capital R
2016 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017 R
2017
-25-
ITE
M 3
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
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M 7
-31-
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M 7
-32-
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M 7
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M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
OPL BOARD KEY AGENDA ITEMS 2017 (June 7 2017) Legend A = Approve R = Receive T = Task(updates as required)
-26-
ITE
M 3
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-27-
ITE
M 7
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-28-
ITE
M 7
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
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-66-
ITEM 9
-67-
ITEM 9
-68-
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-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-29-
ITE
M 7
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-30-
ITE
M 7
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-31-
ITE
M 7
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-32-
ITE
M 7
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-33-
ITE
M 7
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
LIFE-TO-DATE PRIOR YEAR YTD ACTUALS Outstanding LIFE-TO-DATE REMAINING
BUDGET ACTUALS 2017 Commitments ACTUALS BUDGET
Oakville Public Library
71101403 OPL Website Refresh to Town Standards 175000 6434 2950 9383 165617
71101404 RFID System Installation 1629500 556690 76099 808360 1441149 188351
71101503 Library Interiors 181000 105625 14954 3149 123728 57272
71101504 Iroquois Ridge Digital Creation Hub 789600 48472 231817 437124 717412 72188
71101606 Library Furniture and Equipment 104000 23508 13628 43633 80769 23231
71101706 Iroquois Ridge Refresh 50000 50000
71101707 Library Interiors 98500 18001 18001 80499
71101708 Libraries Capital Replacement 30000 14747 14747 15253
71101709 Library Furniture and Equipment 52000 14684 14684 37316
Total 7110 - Oakville Public Library 3109600 74072856 33944649 1339698 2419873 689727
Capital Variance Report - May 31 2017
-34-
ITE
M 7
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
To Library Board of Directors From Oakville Public Library Date June 5 2017 Re Updates to HR Policies
Recommendations That the following sections of the HR Manual be amended as approved Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence Section 69 - Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo
Summary for Policy Updates ndash Health amp Safety The Occupational Health and Safety Act (ldquoOHSArdquo) has legislated amendments to Bill 132 related to workplace harassment Bill 132 expands what are currently a relatively narrow set of employer obligations regarding workplace harassment in the OHSA The key changes arising from Bill 132 include
the addition of a definition of ldquoworkplace sexual harassmentrdquo in the definition of ldquoworkplace harassmentrdquo a new requirement that the workplace harassment program be developed and
maintained in consultation with the Joint Health and Safety Committee or a health and safety representative
a new requirement to conduct an investigation that is ldquoappropriate in the circumstancesrdquo
confidentiality and reporting obligations relating to workplace harassment investigations and
a new power to the Ministry of Labour (MOL) to order an independent workplace harassment investigation at the employerrsquos expense
OPL requires updates to the following policies to reflect the requirements of Bill 132 and best practices related to Ontario Human Rights Code on discrimination and OHSA on Workplace Violence Section 712 ndash HR Manual ndash Occupational HampS policy Section 7211 ndash HR Manual ndash Workplace Violence
Update to reflect new definitions as noted above
Section 69 ndash Replace ldquoEquality in Employmentrdquo to ldquoRespectful Workplacerdquo Policy and procedure updated to meet compliance and extend to Workplace
Violence and Discrimination
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-35-
ITEM 8
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
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-66-
ITEM 9
-67-
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-68-
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-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
TCLERKSOakville Public Library Board201706-22-17Item 8 - Bill 132 Memodocx
New reporting form ndash condense to 1 form for reporting purposes easier reference for both employees and supervisorsmanagers
Policy falls in line with the Town of Oakville
Appendix A ndash Section 712 ndash HR Manual ndash Occupational Health Safety and Workplace Violence Appendix B ndash Section 69 ndash Respectful Workplace Policy Appendix C ndash Respectful Conduct Reporting Form
-36-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
712 Occupational Health Safety and Workplace Violence Policy
STATEMENT OF POLICY
Chapter Health and Safety SPP No HS-001
Section Section 7 Effective Date August 20 2015
Subject Occupational Health Safety and Workplace Violence
Review Date
Approved By Library Board Replaces Workplace Violence Policy
Issued by Human Resources Last modified
10 Standard
11 Purpose
The purpose of this policy is to ensure that all library workplaces and facilities are in compliance with the Occupational Health and Safety Act and regulations and that every reasonable precaution is taken to provide for a healthy and safe work environment
12 Scope
This policy applies to all library employees (including but not limited to full-time part-time students volunteers and interns) consultants contractors workers and every person accessing the library for services
13 Roles amp Responsibilities
The implementation of this policy through the establishment of occupational health and safety programs based on shared responsibility of management and employees will promote health and prevent workplace illness and injuries harassment and workplace violence
14 Policy
Oakville Public Library in the performance of its services is responsible for promoting health and safety for the protection of its workers and the public alike Unsafe practices will not be tolerated Every worker contract worker and sub-contractor including every person accessing library property for services must protect his or her own health and
Commented [TA1] Remove ldquoDefinitionrdquo as there was no content
-37-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
safety by complying with the law and with the safe work practices and procedures established and required by the library Supervisors will be held accountable for the health and safety of workers under their supervision The Library provides a safe and healthy workplace by supporting a formal program of education and training preventing accidents workplace harassment and violence including domestic violence in the workplace and reducing injuries and occupational illness through accident investigations follow up action and the recommendations of the Joint Health and Safety Committee
20 Communication
This policy will be posted on the Health amp Safety Bulletin Board at each library branch as well as on the libraryrsquos portico page
30 Training
All new employees will review the Occupational Health Safety and Workplace Violence Policy during their orientation This policy will also be reviewed annually with staff at the next library staff meeting following Board approval
40 Evaluation
The effectiveness of training on the Health amp Safety Policy will be assessed through random verbal employee surveys The Joint Health amp Safety Committee will review this policy annually and make recommendations for changes as required The CEO will review and sign this policy annually following Board approval
50 Acknowledging SuccessMake Improvements This policy will be reviewed annually by the Joint Health amp Safety Committee and revisions will be brought to the Oakville Public Library Board for approval
Appendices
None
References
Referenced Legislation Occupational Health and Safety Act
Ontario Human Rights Code
Referenced Policy 1 Occupational Health and Safety Responsibilities Procedure
-38-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
2 Workplace Violence 3 R Zone Procedure 4 Respectful Conduct Policy and related procedures Commented [TA2] Replacing 69 ndash Equality in
Employment
-39-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
7121 Workplace Violence
Purpose Statement This procedure addresses the prevention and investigation of workplace violence or threats of workplace violence including domestic violence against an employee Scope This procedure applies to Library employees contractors consultants and members of the public Procedure
1 The Oakville Public Library does not tolerate ignore or condone any workplace harassment or violence
2 All reported threats or incidents will be considered serious and will be investigated promptly with appropriate action taken
3 A review of the risks of workplace violence will be conducted at least once annually or as necessary to protect workers Identified risks will be promptly addressed and measures implemented to mitigate such risks
4 Staff should follow departmental guidelines when working in situations operational specific to their departments (ie working alone handling cash dealing with difficult customers)
5 The Oakville Public Library will take every reasonable precaution to protect employees from domestic violence where it has been made aware or where it ought reasonably to have known an employee is at risk
6 Frivolous or vexatious complaints will be dealt with seriously and subject to disciplinary action
Workplace Harassment
1 All incidents of workplace harassment will be reported investigated and resolved through the Respectful Conduct policy
Possibility of Domestic Violence in the Workplace
1 Any employee who is experiencing domestic violence that exposes him or her to physical injury in the workplace or is experiencing domestic violence in the workplace or believes that domestic violence in the workplace is likely to occur should seek immediate assistance from his or her supervisor and the Health Safety and Wellness Consultant or Human Resources
2 A safety plan will be developed by the employee the supervisor the Health Safety and Wellness Consultant and Human Resources
Reporting Incidents of Violence
Commented [TA3] Modified to align with Town
Commented [TA4] Replacing ldquoEquality in Employment ndash Article 69rdquo which references workplace harassment
-40-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
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ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
1 Incidents of violence must be reported immediately to supervisory staff andor the police for immediate assistance
2 If at any time staff feels personally threatened they are to call the police immediately Staff is not to place themselves at risk or jeopardize anyonersquos safety when dealing with any perceived or real situation of violence
3 Threats of violence or acts of violence by members of the public against employees will be reported through the R Zone procedure
4 All other workplace threats of violence or acts of violence will be addressed under this procedure
5 If a workplace violence incident results in a worker being disabled or requires medical attention the appropriate joint health and safety committee will be notified within four days of the incident
6 If a workplace violence incident results in a person being critically injured or killed the Ministry of Labour and the appropriate joint health and safety committee must be notified immediately and the Ministry of Labour notified in writing within 48 hours
7 Incidents must be filed as soon as practicably possible after the incident occurred using the Respectful Conduct Reporting Form detailing the nature of the incident dates times places witnesses and names of those involved Supervisor employee or witness may complete the report
8 All reports of violence must be forwarded to Human Resources If applicable an impartial investigation of the incident will be conducted
9 There will be no negative consequences for reports made in good faith
Investigating Incidents of Violence
1 All other incidents of workplace violence will be investigated by the Health Safety and Wellness Consultant or designate in Human Resources by
a conducting separate interviews with the complainant the respondent the Supervisor and any individuals who may be able to provide relevant information
b documenting the interview and having the notes from each discussion read and signed by interviewee to confirm the accuracy
c submitting a written report summarizing the investigation findings forwarded to the Human Resources and Chief Executive Officer (CEO) so that appropriate corrective measures can be taken
d the perpetrator will be subject to a range of corrective action up to and including termination
2 Incidents of workplace violence by members of the public against an employee will be investigated and resolved in accordance with the R Zone procedure
Commented [TA5] RZone Procedure is not included in the HR Manual
Commented [TA6] Formatting change
Commented [TA7] Referenced but no documentation in RZone procedures in HR manual
-41-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
-46-
ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
-47-
ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
-48-
ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
3 The Respectful Conduct Reporting Form will be kept confidential to the extent possible Information will only be released to the extent necessary to investigate and respond to the incident or as required by law
4 The Respectful Conduct Reporting Form will be on file in the Human Resources department for a minimum of seven years
General Provisions
Criminal and Sexual Harassment ndash Criminal and sexual harassment such as stalking threats and sexual or physical assault are covered by the Criminal Code or the Occupational Health and Safety Act Supervisors and employees are encouraged to report any criminal behaviour to the Police and Human Resources
Reprisals - No employee will be subject to reprisals for filing a complaint under this policy Anyone experiencing reprisals should report it immediately to their manager or Human Resources
Any discipline imposed as a result of a frivolous or vexatious complaint is not a reprisal
Definitions
Workplace Harassment ndash includes a course of vexatious comment or conduct against a worker in a workplace ndash behavior that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
Written or verbal insults
Unwanted remarks or comments on a personrsquos mannerisms or body
Practical jokes that cause embarrassment or endanger an employeersquos safety
Behaviour that undermines or sabotages the employeersquos job performance
Behavior that threatens the livelihood of the employee
Behaviour conduct comments or activities not directed specifically at an individual but which nonetheless create a degrading offensive ldquopoisonedrdquo work environment It may include but is not limited to
o Circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o Patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Workplace harassment does not include
Commented [TA8] Included sexual harassment into the definition
Commented [TA9] Included the definition of Workplace Harassment
-42-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
-43-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
-44-
ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
-45-
ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
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ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
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ITEM 8
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Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
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To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
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ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
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ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
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ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
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ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
Legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline professional debate
Attendance management
Relationship of mutual consent or mutual flirtation
Stressful events encountered in the performance of legitimate job duties
Occasional disagreements or personality conflicts
Violence - includes attempting to or exercising physical force by a person against an employee in a workplace that causes or could cause physical injury or a statement or behaviour that is reasonably interpreted as a threat to exercise physical force that could cause physical injury to an employee
Domestic Violence - includes a person who has a personal relationship with a worker - such as a spouse or former spouse current or former intimate partner or a family member ndash who may physically harm threaten or attempt to physically harm that worker while at work
Workplace - includes the working environment and any place employment-related activities are conducted including business travel work-related social gatherings or any other location that may have a subsequent impact on the workplace
Responsibilities
CEODirectors
create promote and maintain a safe workplace that is free from violence
provide training and ensure that this policy and procedure is accessible available to all staff and supported
review and monitor initial risk assessments and subsequent reviews
Immediate ManagersSupervisors
proactively promote and maintain a safe workplace that is free from violence
intervene immediately when threats or incidents of violence occur
prevent violence or threats of violence by
communicating and supporting OPLrsquos objective to provide and maintain a workplace free from violence
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ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
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ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
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ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
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ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
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ITEM 8
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Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
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To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
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ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
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Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
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ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
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ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
not ignoring or condoning behaviour that is contrary to this policy and procedure
taking all complaints seriously conducting an initial assessment of the situation and reporting as required by the procedure
not engaging in behaviour contrary to this policy and procedures
Human Resources
provide advice to employees supervisors management and any employee concerned about a threat of or actual violent incident or harassment situation
promote advance support and ensure the effective implementation of this policy and procedure
provide training to all employees regarding the policy and procedure
investigate any threats or incidents of violence
advise the Joint Health and Safety Committee of the outcome of risk assessment and what measures are being implemented to address identified risks
initiate the annual review of workplace violence policy and recommend any changes to the Library Board as applicable
Joint Health and Safety Committee
identify risk of workplace violence in the course of carrying out regular workplace inspection
make recommendations to OPL management regarding workplace violence as they regularly do for other occupational health and safety hazards under the Occupational Health and Safety Act
recommend to OPL management and the workers of the establishment maintenance and monitoring of programs measures and procedures respecting the health and safety of the workplace
Employees
do not engage in any behaviours that maybe considered threats or acts of violence
report acts of harassment threats of or actual incidents of violence to their supervisor
inform their immediate supervisor or Human Resources if they are at risk of domestic violence
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ITEM 8
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
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ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
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SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
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ITEM 8
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Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
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To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
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ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
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ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
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ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
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- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix A OAKVILLE PUBLIC LIBRARY HUMAN RESOURCES MANUAL Section 7 HEALTH amp SAFETY
TCLERKSOakville Public Library Board201706-22-17Item 8 - Appendix A Section 712 Occupational HampS - WPV Bill 132doc ndash Rev 61417
References and Related Documents
1 Occupational Health and Safety Act 2 Ontario Human Rights Code 3 R Zone Procedure 4 Respectful Conduct Policy amp Form 5 Health amp Safety Policy
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ITEM 8
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
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ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
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Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
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ITEM 8
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Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
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To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
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ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
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ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
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ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
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ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix B
POLICY UPDATE に May 24 2017
This policy meets new requirements under Bill 132 and replaces Workplace Harassment and Discrimination Policy (Article 69 Equality in Employment) amp amends Workplace Violence
Respectful Workplace Policy
Policy Statement
The Oakville Public Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination and harassment All employees are to be treated with respect and dignity in keeping with the Libraryげゲ ﾉWゲ ﾗa IIﾗﾐデHｷﾉｷデが SWSｷIデｷﾗﾐが ｴﾗﾐWゲデが innovation respect and teamwork
Purpose
The purpose of this policy is to ensure that all employees are treated with respect and dignity and to provide a procedure to address concerns and issues
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) contractors consultants workers and every person accessing the LｷHヴヴげゲ ゲWヴｷIWゲく
Respectful Conduct Procedure
Purpose
The Library is committed to maintaining a healthy safe and supportive workplace for all employees that is free from discrimination harassment and workplace conflict This procedure is designed to resolve complaints and disputes in a manner that is respectful and maｷﾐデｷﾐゲ ﾐ WﾏヮﾉﾗWWげゲ Sｷｪﾐｷデく
Pursuant to the Ontario Human Rights Code and the Occupational Health and Safety Act the Library will not condone discrimination or harassment with respect to race ancestry place of origin colour ethnic origin citizenship creed sex sexual orientation gender identity gender expression age marital status family status or disability
It is the responsibility of every employee to maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or staff social function Any inappropriate conflict or behaviour will not be tolerated The Library will take the necessary corrective measures including discipline up to and including dismissal against any person who contravenes this policy
The Library as an employer is committed to
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ITEM 8
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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ITEM 8
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
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ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
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ITEM 9
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ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Zero tolerance of discrimination harassment and workplace conflict Resolution of discrimination harassment and workplace conflict as soon as possible Proactive communication and educaデｷﾗﾐ ヴWｪヴSｷﾐｪ WﾏヮﾉﾗWWげゲ ヴｷｪｴデゲ ﾐS ヴWゲヮﾗﾐゲｷHｷﾉｷデｷWゲき Conducting all aspects of respectful workplace investigations fairly and in a professional manner
that respects the dignity of all involved Confidentiality wherever possible however the Library has a duty to investigate and address
issues that have been brought to its attention
Scope
This policy applies to all Library employees (including but not limited to full-time part-time students volunteers temporary and interns) consultants workers and every person accessing the library for services
Procedure
Employees who believe they have been subjected to an action which is in contravention of the respectful workplace policy by another employee in the workplace should
If possible tell the offending person that their behaviour is offensive and against the respectful workplace policy
Make a note about the incident including when it happened and who was present and any resolution
If the behaviour continues the employee should keep a record of the incidents dates times locations possible witnesses and reaction of the alleged harasser and bring this to the attention ﾗa デｴWｷヴ ﾗﾐ ゲヮWヴｷゲﾗヴ ﾗヴ Hﾏﾐ RWゲﾗヴIWゲ ｴWヴW デｴW ﾗaaWﾐSｷﾐｪ ヮWヴゲﾗﾐ ｷゲ デｴW WﾏヮﾉﾗWWげゲ ﾗﾐ supervisor Keeping a record will strengthen the case and help in remembering details over time
In some situations telling the offending person may be difficult or the concern may be ignored If an employee is unable to talk to the offending person or the concern is ignored they should notify either their own supervisor or the offending persons supervisor
The supervisor will address the concerns immediately Employee Assistance Program (EAP) is available to provide support for employees
If the offending behaviour does not stop after the employee or supervisor has spoken to the offending person then the employee should proceed to file a formal complaint
Reporting
Step 1
Formal complaints must be made in writing and signed by the Complainant Complaints must be filed as soon as possible after the incident occurred on a Respectful Workplace Reporting Form
The Respectful Conduct Reporting Form must be filled out accurately and completely All formal complaints must be forwarded to Human Resources who will initiate an investigation
into the complaint within five (5) business days of receipt
Step 2
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The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
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ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
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Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
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To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
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ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
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Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
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ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
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ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
The investigation will be conducted by an impartial Library staff member or third party at the discretion of the CEO
Step 3
Once the investigation is complete the investigation outcomes will be reported to the Complainant and Respondent in writing
Investigation Outcomes
1 If the complaint is substantiated the CEO or their designate will
Meet with the Respondent and if required hisher supervisor and provide written notification of the results of the discussion which will be placed on hisher Human Resources Department employee file Corrective action may include discipline up to and including dismissal
Notify the Complainant that the appropriate action has been taken and that any further instances of offending behaviour should be reported immediately
2 If the complaint is not substantiated the CEO or their designate will
Notify the Complainant and Respondent that the complaint has not been substantiated and that no further action will be taken
If it is determined that the complaint was made in a frivolous or vexatious manner the complainant may be disciplined up to and including dismissal
Confidentiality and Privacy
During the investigation and resolution of complaints all information must remain confidential subject to the rules below except where sharing information is otherwise required by law
Complainants Respondents and witnesses will have access to statements they have made and personal information which they have provided
Respondents will have access to details of the complaint to enable them to make a full response Copies of the draft investigation report will be shared with the Complainant and Respondent so
they can comment on the accuracy and completeness of facts The draft report must be kept confidential
Definitions
Discrimination
Includes but is not limited to unequal treatment based on one or more of the prohibited grounds under the Ontario Human Rights Code except where conduct is permitted under the law Discrimination can be intentional or unintentional direct or indirect with the result being an adverse impact on the employee based on the prohibited grounds
Harassment
Includes a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome It may include but is not limited to
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ITEM 8
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
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ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
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ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
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ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
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ITEM 9
-67-
ITEM 9
-68-
ITEM 9
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ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
written or verbal insults unwanted remarks or comments on a persons mannerisms or body practical jokes that cause embarrassment or endanger an employees safety behaviour that undermines or sabotages the employees job performance behaviour that threatens the livelihood of the employee behaviour conduct comments or activities not directed specifically at an individual but which
nonetheless create a degrading offensive poisoned work environment It may include but is not limited to
o circulating or displaying sexually explicit racist or derogatory pictures graffiti or other offensive materials
o patronizing behaviour language or terminology that reinforces stereotypes and undermines self-respect or adversely affects work performance or conditions
Harassment can take many forms and may be directed at an individual or group of individuals Harassment can occur in various types of communication including face to face exchanges email correspondence written correspondence and the use of social media Differences of attitude or culture and misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another Behaviour shall be regarded as harassing if having regard to all the circumstances including in particular the perception of the person who is the subject of the harassment it should reasonably be considered as having that effect
Harassment also includes the following
Sexual Harassment
Occurs when an employee receives unwelcome sexual attention from another employee and such comment or behaviour is known or should reasonably be known to be unwelcome An employee may also experience a threat to their job security or working conditions (ie advancement monetary raise etc) for refusing to comply with sexual demands by a person in a position of authority These may include but is not limited to the following
Unnecessary or unwanted physical contact ranging from touching patting or pinching to physical assault
LWWヴｷﾐｪ ふゲｪｪWゲデｷW ゲデヴｷﾐｪ デ ヮWヴゲﾗﾐげゲ HﾗSぶが ﾗヴ other suggestive gestures UﾐWﾉIﾗﾏW ヴWﾏヴﾆゲが ﾃﾗﾆWゲが ｷﾐﾐWﾐSﾗWゲ ﾗヴ デﾐデｷﾐｪ Hﾗデ ヮWヴゲﾗﾐげゲ ヮｴゲｷIﾉ ヮヮWヴﾐIWが
attire sex or sexual orientation Practical jokes of a sexual nature which cause awkwardness or embarrassment Demands for sexual favours or requests particularly where privilege is implied and Compromising invitations
Personal HarassmentBullying
Personal harassment or bullying is any unwelcome disrespectful intimidating abusive cruel vindictive or offensive behaviour conduct or communications directed at an individual or group In some cases it may erode their self-confidence or self-esteem and it may create an intimidating offensive or embarrassing work environment often referred to as a Poisoned Work Environment
-49-
ITEM 8
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Personal harassment may include but is not limited to name calling insults inappropriate jokes threats shouting derogatory remarks (including messages that are threatening derisive or defamatory) spreading malicious rumours persistent criticism and exclusion
Harassment does not include
legitimate reasonable management actions that are part of the normal work function that may include but is not limited to appropriate direction delegation performance management or discipline administered by a member of management or a management designate
professional debate attendance management relationship of mutual consent or mutual flirtation stressful events encountered in the performance of legitimate job duties occasional disagreements or personality conflicts
Workplace Conflict
Inappropriate workplace conflict occurs when two or more employees disagree on a matter which results in a disruption to the cohesive relationships necessary for a productive and harmonious workplace
Complainant A person who makes a complaint under this policy
Respondent The person against whom a complaint has been filed
Poisoned Work Environment
Aﾐ ｷﾐaヴｷﾐｪWﾏWﾐデ ﾗa WWヴ ヮWヴゲﾗﾐげゲ ヴｷｪｴデ デﾗ Wケﾉ デヴWデﾏWﾐデ ｷデｴ ヴWゲヮWIデ デﾗ WﾏヮﾉﾗﾏWﾐデ ｴｷIｴ ヴWaWヴゲ デﾗ comments behaviour or work environment that ridicules belittles or degrades people or groups identified by one or more prohibited grounds of the policy and in accordance with the Code A poisoned work environment could result from a pattern of events serious and single event remark or action and need not be directed at a particular individual
Responsibilities
EﾏヮﾉﾗWWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Refrain from harassing and inappropriate workplace conflict as outlined in this procedure If they feel they are being harassed or discriminated against are encouraged where possible to
inform the alleged offender about unwelcome conduct or actions If the harassment discrimination or workplace conflict does not stop they are encouraged to
notify the next level of supervisormanagement not involved in the complaint as soon as possible about the alleged violation This will assist to resolve issues quickly and in the least adversarial way
If they are harassed by a member of the public contractor consultant service or delivery person the allegations should be investigated in accordance with the procedures set out in the RZone procedure
Cooperate fully in any respectful workplace investigation and keep any information about the complaint andor investigation confidential
-50-
ITEM 8
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
SヮWヴｷゲﾗヴゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Provide a workplace free from harassment and conflict に setting a good example and not participating in or ignoring harassment discrimination or workplace conflict
Be aware of the potential for harassment and conflict and proactively intervene before problems arise
Act quickly and appropriately as soon as becoming aware of possible policy violations in consultation with Human Resources
Cooperate fully and must make their staff available to participate in investigations and other resolution processes
Be sensitive to the nature of the complaint and implement recommended changes in the workplace
Keep any information about the complaint andor investigation confidential
Hﾏﾐ RWゲﾗヴIWゲげ RWゲヮﾗﾐゲｷHｷﾉｷデｷWゲぎ
Train and educate all staff on the Respectful Workplace policy and procedure including their responsibilities
Act quickly and appropriately as soon as receiving a complaint under the policy Provide guidance on the policy to supervisors and staff Keep any information about the complaint andor investigation confidential
-51-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix C Respectful Conduct Reporting Form
Personal Information of Person Filing the Complaint Name Employee ID Number
Department Supervisor
Work Extension Other Contact Numbers (ie cell or home number)
Contact Eどﾏｷﾉぎ
Nature of the Complaint
Ƒ Personal Harassment or Conflict
Ƒ Human Rights Code Discrimination (please specify on what grounds below に check all that apply)
Ƒ Race Ƒ Creed Ƒ Ancestry Ƒ Sex Ƒ Place of Origin Ƒ Sexual Orientation Ƒ Colour Ƒ Gender Identity Ƒ Ethnic Origin Ƒ Gender Preference Ƒ Citizenship Ƒ Age Ƒ Record of Offenses Ƒ Marital Status Ƒ Family Status Ƒ Handicap
Ƒ Workplace Violence (check all that apply)
Ƒ Verbal Assault Ƒ Threat(s) Ƒ Physical Assault Ƒ Other (please identify)
Who is the complaint being made against Name DepartmentOrganization (if available)
Incident Details Date of Incident Time
Location
Explain the incident using as much detail as possible Attach additional pages if necessary
-52-
ITEM 8
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Appendix C Respectful Conduct Reporting Form
Did you tell the person to stop Ƒ Yes Ƒ No If no please explain why
Who did you report the incident to Name
Witnesses Name Contact Number
Name Contact Number
Name Contact Number
What action or result would you like to see
This complaint should be sent in a sealed envelope to the attention of the Director of Human Resources at Town Hall Signature Date
For Human Resources Use Only
Date Received
Assigned to
Investigation Commenced
If no investigation why not
Outcome Ƒ Complaint Substantiated Ƒ Complaint Not Substantiated
Disposition
Date File Closed
Signature
Personal Information on this form is collected under the authority of the Municipal Act 2001 SO 2001 c 25 and will be used for the purpose of aggregate statistical reporting and allocation of staff and resources Questions about this collection may be directed to the X
-53-
ITEM 8
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-54-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Date June 22 2017 To Oakville Public Library Board From OPL Executive
This report highlights OﾆｷﾉﾉW PHﾉｷI LｷHヴヴげゲ ふOPLぶ ヲヰヱヶ ﾐﾐﾉ ヮWヴaﾗヴﾏﾐIW ﾏWゲヴWゲ ﾐS HWﾐIｴﾏヴﾆｷﾐｪ results from Ontario Libraries
OPL had a very busy year in 2016 but overall saw a decrease in total use of 4 Electronic use is on the rise with an influx of customers visiting our website and using our mobile app resulting a 7 increase Overall visits to our six branches were down slightly to 131 however we introduced the QEPCCC incubator hub as another point of service (for which we are currently unable to track visits) Significant trends include
Physical circulation decrease of 87 Digital circulation decrease of 20 Website visit increase of 11 App session increase of 18
Performance measures are broken out into the following headings
Total Usage Circulation Branch Visits Use of Technology in Branches Programs Cardholders Website App Communication
OPL has requested benchmarking data from the Federation of Ontario Public Libraries for 10 peers Ontario Libraries Another report will be presented once the data has been received and analysed
2016 Annual Performance Measures and Benchmarking
-55-
ITEM 9
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-56-
ITEM 9
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-57-
ITEM 9
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-58-
ITEM 9
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-59-
ITEM 9
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-60-
ITEM 9
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-61-
ITEM 9
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-62-
ITEM 9
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-63-
ITEM 9
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-64-
ITEM 9
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-65-
ITEM 9
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-66-
ITEM 9
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-67-
ITEM 9
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-68-
ITEM 9
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-69-
ITEM 9
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
-70-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
To Library Board of Directors
From CEO Oakville Public Library Date June 12 2017 Re Proposal for Board Recruitment Strategy
Recommendations
1 That the proposed recruitment strategy for new OPL board members be endorsed and
2 That recruitment begin for the current vacancies on the Library Board of Directors
Background As prescribed in the Public Libraries Act and further detailed in the Oakville Public Library procedural by-laws the library board membership as appointed by Town Council will reflect the following
2 Members of Town Council Up to 7 members from the public at large and 1 special advisor to the board when deemed appropriate
Minimum eligibility for board members is as follows under the Public Libraries Act Section 10 さ ヮWヴゲﾗﾐ ｷゲ ケﾉｷaｷWS デﾗ HW ヮヮﾗｷﾐデWS ゲ ﾏWﾏHWヴ ﾗa HﾗヴS ｴﾗ ｷゲ ﾏWﾏHWヴ ﾗa デｴW appointing Council or
is at least eighteen years old is a Canadian citizen is a resident of the municipality for which the board established in the case of a
public library and is not employed by the board or the municipality
120 Navy Street Oakville ON L6J 2Z4
T 905-815-2042 F 905-815-2024
wwwoplonca
Memorandum
-71-
ITEM 10
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Currently the OPL Board of Directors has four vacancies In order to ensure succession planning occurs prior to the end of the term in November 2018 staff are recommending that a recruitment begin to ensure new board members are in place for the fall of 2017 whom will be appointed until November 30 2018 or until their successors are appointed There would be no requirement to fill all four vacancies but the intent would be to fill at least two or three positions Report The objective of the recruitment strategy would be to attract new members with diverse skills strengths and personal qualities to ensure a strong and effective board Principles
The OPL board is accountable to the citizens of Oakville for wise stewardship and effective governance of the Library
A strong and effective Board requires o That there is a diverse range of expertise in priority areas related to its
oversight functions o That members of the Board have knowledge of and are connected to the
various sectors and communities served by the organization o That the Board as a whole is diverse and representative of the
community it serves
Board Skills Strengths and Diversity Matrix The Board as a whole should reflect a broad cross section of the indicated competencies should include knowledge and connections within key community sectors and should reflect the diversity ﾗa デｴW OPLげゲ HヴﾗSWヴ Iﾗﾏﾏﾐｷデく The matrix below will be used to assess applications within the context of board composition and skillexpertise needs
-72-
ITEM 10
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Competencies A B C D E
Financial Management Human Resources ManagementChange Management
Marketing and Communications
TechnologySystemsDigital Advisor
Literacy advocacy Fundraising
Community DevelopmentPlanning
Strategic PlanningResearch
Public Policy Public Education Governance (Profit or Non-profit)
Community Connections
A B C D E
Early years Youth Adult Education Business Community Philanthropy Connections Arts and literacy community
Cultural Communities Non-profit sector OPL Library user
-73-
ITEM 10
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-
Representation and Diversity
A B C D E
Gender Member of Visible Minority (race or abilities)
Recruitment Process
1 The CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ will accept applications through the committee application process (Taleo) over the course of the next few months
2 The current list of candidates aヴﾗﾏ ヲヰヱヴ デｴデ ｴW HWWﾐ ﾆWヮデ ﾗﾐ aｷﾉW ｷﾐ デｴW CﾉWヴﾆげゲ department will be contacted to ensure they are still interested in a position on the Library Board
3 TｴW CﾉWヴﾆげゲ department will compile a package of all applications that have been received and forward to OPL staff for review
4 OPL staff will reference the matrix to assess potential candidates for broad range of experience and education
5 A recommended list of candidates and the completed matrix will be presented to the OPL board on a confidential agenda for discussion and the Board will provide デｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷデｴ ﾉｷゲデ ﾗa pre-screened candidates
6 TｴW CﾉWヴﾆげゲ SWヮヴデﾏWﾐデ ｷﾉﾉ ヮヴWヮヴW IﾗﾐaｷSWﾐデｷﾉ ヴWヮﾗヴデ デﾗ デｴW ASﾏｷﾐｷゲデヴデｷW Services Committee (ASC) which will include all applications received and a confidential memo from the CEO of the library recommending a pre-screened list of candidates to be interviewed for the positions
7 In the past ASC has made a recommendation to Council to form a sub-committee of Council consisting of no more than 5 members from both ASC and CSC to review the pre-screened applications and conduct interviews and then bring forward a confidential recommendation to a future ASC meeting for consideration
8 This recommendation would then go forward to Council for consideration and approval
9 OPL staff will provide an orientation for the newly appointed board members
This process will ensure that a broad and diverse board will be selected to meet the needs of community and lead the library into the future
-74-
ITEM 10
- AGENDA
- Confirmation of Minutes of the Previous Regular Meeting of the Board
-
- Minutes of the Regular Meeting of the Board MAY 25 2017
-
- [Minutesdoc]
-
- Confidential Minutes of the Closed Session of the Board MAY 25 2017
-
- CONSENT ITEM(S)
-
- 1 Status of Outstanding Board Reports
-
- [Listpdf]
-
- 2 Monthly Health and Safety Report for May 2017
-
- [Reportpdf]
-
- 3 2017 Board Key Agenda Items
-
- [Itemspdf]
-
- CONFIDENTIAL CONSENT ITEM(S)
- DISCUSSION ITEM(S)
-
- 4 2018 Budget Guidelines
-
- (Presentation at meeting)
-
- 5 2018 Service and Program Considerations
-
- (Presentation at meeting)
-
- 6 Strategic Plan Update - Action Plan
-
- (Presentation at meeting)To be distributed
-
- 7 Financial Reports ndash May 31 2017
-
- [Object Code Report 1pdf]
- [Report 2pdf]
- [Board Report (Branches) 3pdf]
- [Report (Branch Summary) 4pdf]
- [Capital Reportpdf]
-
- 8 Health and Safety Policies - Occupational Health and Safety Workplace Violence and Respectful Workplace
-
- [Memopdf]
- [Appendix Apdf]
- [Appendix Bpdf]
- [Appendix Cpdf]
-
- 9 Data Usage and Statistical Trends ndash 2016 Year End and 1st Quarter 2017
-
- [Item2016 Reportpdf]
- [Q1 2017 Reportpdf]
-
- 10 Board Recruitment
-
- [Reportpdf]
-
- 11 CEO Update
-
- (Presentation at meeting)
-
- 12 Monthly Technology Update
-
- (Presentation at meeting)
-
- CONFIDENTIAL DISCUSSION ITEM(S)
-
- C-1 Staffing Update
-
- (See Confidential Agenda)
-
- NEW BUSINESS
- DATE AND TIME OF NEXT MEETING
-
- n Thursday September 7 2017 (August 24 2017 meeting rescheduled)Oakville Municipal BuildingTrafalgar Room - 700 pm13(July 27 2017 meeting cancelled)
-
- ADJOURNMENT
-